1
REGISTRATION OF SUPPLIERS & SERVICE
PROVIDERS FOR 2018/2019 – 2019/2020 FINANCIAL
YEARS
REF: TENDER NO. KFS/01/2018 – 2019
CATEGORY NO. …………………………………….
ITEM DESCRIPTION…………………………………
Kenya Forest Service
Karura, off Kiambu Rd,
P.O. Box 30513 – 00100,
NAIROBI, KENYA
Tel. +254-20-2502508/0715-735555
Email: [email protected]
Website:www.kenyaforestservice.org
Submission deadline 18th July 2018 at 10.00 a. m
2
TABLE OF CONTENTS
1. TENDER NOTICE 3
2. PRE- QUALIFICATION INSTRUCTIONS 6
3. BRIEF CONTRACT REGULATIONS 7
4. REGISTRATION DATA INSTRUCTIONS 7
5. FORM PQ – 1 PRE- QUALIFICATION DOCUMENTS 11
6. FORM PQ – 2 PRE-QUALIFICATION DATA 12
7. FORM PQ – 3 SUPERVISORY PERSONNEL 14
8. FORM PQ – 4 FINANCIAL POSITION 15
9. FORM PQ – 5 CONFIDENTIAL BUSINESS QUESTIONNAIRE 16
10. FORM PQ – 6 PAST EXPERIENCE 17
11. FORM PQ – 7 LITIGATION HISTORY 18
12. FORM PQ – 8 SWORN STATEMENT 19
3
PRE-QUALIFICATION NOTICE
TENDER REF. No. KFS/01/2018 - 2019
TENDER NAME: REGISTRATION OF SUPPLIERS & SERVICE
PROVIDERS FOR 2018/19 – 2019/2020 FINANCIAL YEARS
Kenya Forest Service invites applications from interested, eligible, and capable firms for
prequalification/registration as suppliers, service providers and contractors for the under
listed goods, services and works for the 2018/19 – 2019/2020 Financial Years.
A) SUPPLY OF GOODS
CATEGORY NO. ITEM DESCRIPTION TARGET
GROUP
A1 Supply of General Office Stationery Reserved
A2 Supply of Computer/ Photocopier Consumables Reserved
A3 Supply of Computer Equipments and Accessories Open
A4 Supply of Office Furniture, Furnishings and Fittings Open
A5 Supply of Office Equipment Open
A6 Supply of Cleaning Materials, Detergents and
Disinfectants etc
Reserved
A7 Supply of Hardware and Electrical items Open
A8 Supply of staff uniforms, Forest Guard uniforms, Foot
ware and CMT charges
Open
A9 Supply of Motor Tyres, Tubes, Batteries and Spare parts. Open
A10 Supply of Telecommunication Equipment Open
A11 Supply of Fuel, Oil and Lubricants Open
A12 Supply of Machinery, Plants and Equipment Open
A13 Supply of Fire Fighting Equipment Open
A14 Supply of Biodegradable seedling Tubes and Bags Open
A15 Supply of Food Rations Open
A16 Supply of Surveying and Mapping Equipment and
Materials.
Open
A17 Supply of Camping Equipment Open
A18 Supply of Textbooks and Other Publications Reserved
A19 Supply of Fabricated Uni-huts Open
A20 Supply of construction materials for roads and buildings Open
A21 Supply of Softwares (Software licenses, Operating
Systems, Utility Softwares and Data Bases
Open
A22 Supply of tree seeds and seedlings, agricultural seeds Open
A23 Supply of bottled drinking water Open
A24 Supply of foodstuffs and beverages Reserved
4
B) PROVISION OF SERVICES AND WORKS
CATEGORY NO. ITEM DESCRIPTION TARGET
GROUP
B1 PR/Advertising services (Printing of Corporate
Newsletters, Calendars, Diaries, Christmas cards,
Brochures, Communication Items etc)
Open
B2 Provision of Legal Services Open
B3 Courier Services/Mail delivery Open
B4 Fumigation and Pest Control Open
B5 Provision of Air Ticket services – IATA Registered
Firms
Open
B6 Repair and Maintenance of Office Equipments i.e.
Telephones, Printers, Photocopiers, Servers e.t.c
Open
B7 Repair and Servicing of Motor Vehicles & Motor
Cycles; Ministry of Roads and Public Works
approved Garages/ Dealers only
Open
B8 Supply of fresh Cut Flowers and maintenance of
indoor plants.
Open
B9 Provision of Office and Toilet Cleaning Services Reserved
B10 Provision Outside Catering Open
B11 Provision of Insurance Services through Insurance
Brokerage Firms
Open
B12 Provision of General Consultancy Services (Specify
specialty)
Open
B13 Provision of PR/Media Consultancy Services Open
B14 Provision of Consultancy Services in building and
construction (Architectural, Electrical, Mechanical,
Civil/Structural and Quantity Surveying). Specify the
specialty.
Open
B15 Provision of Event Management Services Open
B16 Repair of Jetties and Boats Open
B17 Provision of Calling Cards and Scratch Cards Reserved
B18 Provision of General Printing Services Open
B19 KFS Asset Branding and Coding Services Open
B20 Provision of Auctioneering Services Open
B21 Provision of Asset Valuation Services Open
B22 Printing of Promotional items T-shirts, Banners,
Teardrops, caps etc
Open
B23 Design of printable materials Reserved
B24 Video and audio production services Reserved
5
B25 Provision of building and civil works, maintenance
and repairs
Open
B26 Printing of Accountable Documents/Security Printing Open
B27 Repair and Maintenance of CCTV Cameras Open
B28 Repair and Maintenance of Air-Conditioning
Equipments /and Supply of Associated Parts
Open
B29 Provision of Garbage Collection Services Reserved
B30 Provision of environmental management
audit/environmental impact assessment consultancy
services
Open
B31 Provision of road construction and building
construction equipment for hire
Open
B32 Provision of construction services (buildings and
Roads) specify class
Open
B33 Provision of conference facilities Open
B34 Provision of car Hire Services Open
B35 Provision of Consultancy to carry out Financial Audit Open
B36 Provision of Consultancy to carry out Legal Audit Open
B37 Provision of Consultancy to carry Governance Audit Open
B38 Servicing of generators and water pumps Open
B39 Servicing of firefighting equipment Open
Note: 1) Reserved refers to Youth, Women and People with Disabilities
2) Current providers are required to reapply.
Registration documents with detailed information may be downloaded from the KFS website:
www.kenyaforestservice.org Or from the National Treasury IFMIS Suppliers Portal
www.supplier.treasury.go.ke.
Completed Registration Documents in plain sealed envelopes clearly marked
“REGISTRATION OF SUPPLIERS & SERVICE PROVIDERS FOR 2018/19 –
2019/2020 FINANCIAL YEARS”
Category No.…………………………………
Item Description……………………………..
Should be addressed to:
The Ag. Chief Conservator of Forests
Kenya Forest Service
P.O. Box 30513 – 00100
Tel. +254-20-2502508
www.kenyaforestservice.org
and deposited in the tender box situated on Ground floor reception area, KFS Headquarters
Karura off Kiambu Road so as to be received on/or before Wednesday 18.07.2018 at 10.00
a.m. Tenders submitted later than the indicated closing date and time shall automatically be
disqualified. Tenders will be opened immediately after the closing date and time in the
6
presence of the tenderers or their representatives who choose to attend the opening in the KFS
headquarters main boardroom.
Ag. CHIEF CONSERVATOR OF FORESTS
PREQUALIFICATION INSTRUCTIONS
1.1 Introduction
Kenya Forest Service would like to invite interested candidate who must qualify
by meeting the set criteria provided so as to perform the contract of supply and
delivery /provision of goods and services to the Corporation.
1.2 Reserved and Open categories
Categories marked “reserved” have been specifically set aside for enterprises
owned by the Youth, Women and Persons living with disabilities. Categories
marked “Open” is accessible to all interested and competent suppliers.
1.3 Registration Objective
The main objective is to have a standby list of qualified suppliers for various
categories to supply and deliver of assorted items and also provide services under
relevant Tenders / Quotations/Proposals as and when required during the period
ending 30th June, 2020 (2 years).
1.4 Invitation of registration.
Suppliers registered with Registrar of Companies under the laws of Kenya in
respective merchandise or services are invited to submit their registration
documents to the Ag. Chief Conservator of Forests, Kenya Forest Service so as to
be registered for submission of quotations/proposals/tenders. Bids will be
submitted in complete lots singly or in combination. The prospective
suppliers/contractors are required to provide mandatory documents and other
information for registration.
1.5 Experience
Prospective suppliers and contractors must have carried out successful supply and
delivery of similar items/services to Government institutions / Corporations of
similar size and complexity. Potential suppliers/ contractors must demonstrate the
willingness and commitment to meet the registration criteria.
1.6 Registration Document
7
This document includes questionnaire forms and documents required of
prospective suppliers. In order to be considered for pre-qualification, prospective
suppliers must submit all the information herein requested.
1.7 Submission of Registration Document
One original copy of the completed registration data and other requested
information shall be submitted to reach:
Ag. Chief Conservator of Forests
Kenya Forest Service
P.O Box 30513 – 00100
NAIROBI
Not later than 10.00 A.M. on 18.07.18
1.8 Questions arising from Documents
Questions that may arise from the Registration documents should be directed to
the Ag. Chief Conservator of Forests, Kenya Forest Service whose address is in
part 1.7 above.
1.9 Additional Information
The Ag. Chief Conservator of Forests reserves the right to request submission of
additional information from prospective bidders.
1.10 Request for quotations/proposals will be made available only to those bidders
whose qualifications are accepted by Kenya Forest Service after scoring a
minimum of 75 % points after the completion of the registration process.
2 BRIEF CONTRACT REGULATIONS/GUIDELINES
2.1 Taxes on imported materials
The supplier will have to pay custom duty and VAT as applicable for all imported
materials to be supplied unless the item(s) is / are donor funded. (Where taxes are
paid by the Government). The suppliers should also be i-tax compliant.
2.2 Customs clearance
The contractors shall be responsible for custom clearance of their imported goods
and materials.
2.3 Contract Price
The contract price shall be of unit price type or cumulative of computed unit price
and quantities required. Quantities may increase or decrease as determined by
demand on the authority of the Clients Accounting Officer. Prices quoted should
be inclusive of all delivery charges.
2.4 Payments
8
All local purchase/service orders shall be on credit of a minimum of thirty (30)
days or as may be stipulated in the Contract Agreement.
3.0 PREQUALIFICATION DATA INSTRUCTIONS
3.1 Prequalification Data forms
The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7,
PQ-8, are to be completed by prospective suppliers/contractors who wish to be
registered for submission of specific tender/RFQs.
3.1.1 The pre-qualification forms which are not filled out completely and submitted in
the prescribed manner will not be considered. All the documents that form part of
the proposal must be written in English and indelible ink.
3.2 Qualification
3.2.1 It is understood and agreed that the registration data on prospective bidders is to
be used by the Kenya Forest Service in determining, according to its sole
judgment and discretion, the qualifications of prospective bidders to perform in
respective to the Tender Category as described by the client.
3.2.2 Prospective bidders will not be considered qualified unless in the judgment of
Kenya Forest Service they possess capability, experience, qualified personnel,
availability and suitability of equipment and net current assets or working capital
sufficient to satisfactorily execute the contract for goods/ services.
3.3 Essential Criteria for Prequalification
3.3.1 (a) Experience: Prospective bidders should have at least three years
experience in the supply of goods, and five years in the case of consultancy
services and allied items. In case of potential supplier/contractor, should
should demonstrate competence, willingness and capacity to service the
contract. Professional consultants shall be required to have indemnity cover
with reputable insurance company. AGPO groups are exempt from this
requirement.
(b) Prospective supplier requires special experience and capacity to organize
supply and delivery of items, or services at short notice
(c) KFS reserves the right to request additional qualification information at the
tender/quotation stage to suit particular procurement.
3.3.2 Personnel
The Supplier/Contractors/Consultants shall provide pertinent information to
demonstrate that they have qualified staff to carry out the assignment. C.Vs
of key personnel or individual or group to execute the contract must be
indicated in PQ-3.
3.3.3 Financial Condition The supplier’s financial position will be determined by latest financial statement
submitted with the prequalification documents as well as letters of reference from
their bankers regarding supplier’s/contractor’s credit position. Potential
suppliers/ contractors will be registered on the basis of satisfactory information
given.
9
Special consideration will be given to the financial resources available as working
capital, taking into account the amount of uncompleted orders on contract and
now in progress data filled/ provided in part II. However, potential bidders should
provide evidence of financial capability to execute the contract.
3.3.4 Past Performance (exempted for AGPO registered firms)
Past performance will be given due consideration in registration of suppliers.
Letter of reference from past clients should be included in part V.
3.4 Statement
Application must include a sworn statement in PQ-8 by the supplier
ensuring accuracy of the information given.
3.5 Withdrawal of Registration
Should a condition arise between the time of registration exercise and the opening
date which in the opinion of the client /corporation could substantially change the
performance and qualification of the bidder or his ability to perform such as but
not limited to bankruptcy, change in ownership or new commitments, KFS
reserves the right to reject the tender from such a bidder even though he was
initially registered. For providers operating outside Nairobi the applicant must
show evidence of a fixed premise, must be registered in Kenya and operating
from the region with the relevant business licenses.
3.6 The firm must have a fixed Business Premise and must be registered in Kenya,
with certificate of Registration, Incorporation/ Memorandum and Article of
Association, copies of which must be attached.
3.6.1 The firm must show proof that it has paid all statutory obligations and have
current Tax Compliance Certificate from Kenya Revenue Authority.
4. Pre-qualification evaluation criteria
(a)Mandatory requirements
Requirements Score
1 Certified copy of Certificate of Registration/Incorporation Mandatory
2 Valid certificate of registration with Treasury for AGPO
registered firms
Mandatory
2 Certified copy of Valid Tax Compliance Certificate Mandatory
3 Air travel firms must be registered by IATA or any other
relevant bodies
Mandatory
4 Firms seeking prequalification for provision of legal services
to indicate their geographical location and other branches
Mandatory
5 Outside Catering Service Providers- firms to avail a
certificate of health for food handling NCC/Relevant County
Mandatory
6 Suppliers of biodegradable seedling tubes and firms seeking
prequalification to conduct Environment Audit (EA) and
Environmental Impact Assessment (EIA) to provide current
license from NEMA.
Mandatory
7 Firms seeking prequalification in all construction related
works must be registered by NCA in the relevant category
Mandatory
10
8 Single Business Permit from NCC/Relevant County or
certificate/letter of exemption for professional services
(AGPO registered firms are exempted)
Mandatory
9 Evidence of physical registered office-Attach a utility bill e. g
electricity/water bill etc or tenancy agreement (AGPO
registered firms exempted).
Mandatory
(b) Technical Evaluation
Required Information Form Type Points Score
1. Registration Document PQ-1 30
2. Pre-qualification Data PQ-2 10
3. Supervisory Personnel PQ-3 10
*4. Financial Position PQ-4 20
5. Confidential report PQ-5 5
*6. Past experience PQ-6 20
7. Litigation History PQ-7 5
8. Sworn statement PQ-8 -
TOTAL `100
N.B 1. The minimum score to be registered shall be 75 points. Applicants
who will not meet this minimum score shall be registered.
2. AGPO registered firms will be evaluated differently. Provision of information
under PQ-2, PQ5, PQ7, and PQ8 shall be sufficient for registration in this
category.
11
Form PQ 1 – PREQUALIFICATION DOCUMENTS (Mandatory)
All firms should provide copies of the following: -
1. Copies of certificate of Registration/Partnership deed/business registration
2. Copy of VAT Registration Certificate
Tax Compliance certificate from Kenya Revenue Authority (failure to produce
this certificate to prove compliance, will lead to automatic disqualification thus no
further evaluation of your application).
3. Copies of PIN certificate of Firm/ Company/ Individual
4. Copy of current trade license.
5. Copies of relevant and current registration certificates/permits/licenses specific
to your line of business from applicable bodies’ e. g Ministry of public works,
IATA, CCK, AAK, MISK, LSK, Pest Control Board, BORAQs/NCA 7 and
above (for construction firms) etc.
6. Current letters of recommendation from previous organizations served where
applicable
7. Copies of current practicing certificate for all professionals where applicable from
relevant applicable bodies.
8. Where registration of service is mandatory, the firm must attach evidence of
valid registration certificate with relevant professional bodies/Authorities
9. CVs of senior staff for consultancy services
10. Must have fixed Business premises with contact person and telephone
Number (attach utility bill or tenancy agreement)
(30 points)
12
FORM PQ-2 - SUPPLIER PRE-QUALIFICATION DATA
REGISTRATION OF SUPPLIERS APPLICATION FORM
1. We……………………………………….hereby apply for registration as supplier(s)
(Name of Company/Firm)
of……………………………………………………………………………………………
(Item Description)
………………………………………………………………………………………………
(Category No.)
P.O. Box………………………… Code………………….………………………………..
Town……………………………………………………………………………………….
Street……………………………………………………………………………………….
Name of building…………………………………………………………………………...
Room/Office No………………………… Floor No…………………………………….
Telephone Nos……………………………………………………………………………..
Email address……………………………………………………………………………...
Full Name of applicant……………………………………………………………………..
Other Branches location……………………………………………………………………
2. Organization & Business Information
Management Personnel …………………………………………………………………….
President (Chief Executive)………………………………………………………………...
Secretary……………………………………………………………………………………
General Manager……………………………………………………………………………
13
Treasurer……………………………………………………………………………………
Other………………………………………………………………………………………..
Partnership (if applicable)
Name of partners
3. Business founded or
incorporated…………………………………………………………………….
4. Under present management since………………………………………………
5. Net Worth equivalent Kshs. ………………………………………………….
6. Bank reference and Address……………………………………………………
………………………………………………………………………………
7. Bonding Company reference and
Address………………………………………………………………………..
8. Enclose Copy of organization chart of the firm indicating the main fields of
activities……………………………………………………………………...…
………………………………………………………………………………..
9. State any technological innovations or specific attributes which distinguish you
from other competitors……………………………………………………..
………………………………………………………………………………
………………………………………………………………………………
10. Indicate terms of trade /sale……………………………………………………..
(10 points)
14
PQ-3 SUPERVISORY PERSONNEL
Name………………………………………………………………………………………
Age…………………………………………………………………………………………
Academic Qualification…………………………………………………………………..
………………………………………………………………………………………………
Professional Qualification…………………………………………………………...........
………………………………………………………………………………………………
Length of service with Contractor or supplier and position …………………………..
………………………………………………………………………………………………
(Attach copies of certificates of key personnel in the Organization)
(10 points)
15
PQ-4 - FINANCIAL POSITION AND TERMS OF TRADE
(1) Attach a copy of firm’s two certified financial statement giving summary of assets
and current liabilities/ or any other financial support.
(2) Attach letters of reference from the bankers regarding supplier’s credit position.
(20 points)
16
PQ4-CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in part I and either part 2 (a), 2 (b) or 2
(c) whichever applies to your type of business.
You are advised that it is a serious offence to give false information on this form.
Part 1- General:
Business Name……………………………………………………………………………………………..
Location of business premises……………………………………………………………………………
Plot No. …………………………………………………………………………………………………..
Postal Address…………………………………………………………………………………………….
Nature of Business………………………………………………………………………………………..
Current Trade Licence No. ………………………………………………………………………………
Maximum value of business which you can handle at any one time : Kshs………………………………
Name of your bankers………………………………………………………………………………………
Part 2 sole proprietor
Your Name in full ………………………………………
Nationality……………………………………………….
* Citizenship details………………………………………
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship Details Shares
1. ……………………………………………………….......................................
2. …………………………………………………………………………………
3. ………………………………………………………………………………….
4. …………………………………………………………………………………
5. …………………………………………………………………………………
Part 2 (c ) – Registered Company
Private or public
State the nominal and issued capital of company-
Nominal Kshs………………………………………….
Issued Kshs……………………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1.……………………………………………………….......................................
2.…………………………………………………………………………………
3.………………………………………………………………………………….
4.…………………………………………………………………………………
5. ………………………………………………………………………………
17
Date……………………………………………… Signature of Candidate……………………………….
If Kenyan Citizen, indicate under “Citizenship Details” whether by Birth,
Naturalization or Registration.
(10 Points)
FORM PQ-6 - PAST EXPERIENCE
NAMES OF THE APPLICANTS CLIENTS IN THE LAST TWO YEARS
NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ ORDERS
(i) Name of client (Organization)………………………………………………
(ii) Address of Client (Organization)………………………………………….
(iii) Name of Contact Person at the client (Organization)…………………….
(iv) Telephone No. of Client……………………………………………………..
(v) Value of Contract…………………………………………………………….
(vi) Duration of Contract (date) …………………………………………………
(Attach documentary evidence of existence of contract)
2. Name of 2nd Client (Organization)
(i) Name of Client (Organization)………………………………………………..
(ii) Address of Client (Organization)………………………………………….
(iii) Name of Contact Person at the client (Organization)…………………….
(iv) Telephone No. of Client……………………………………………………..
(v) Value of Contract…………………………………………………………….
(vi) Duration of Contract (date) …………………………………………………
(Attach documentary evidence of existence of contract)
3. Name of 3rd Client (Organization)
(i) Name of Client (Organization)………………………………………………..
(ii) Address of Client (Organization)………………………………………….
(iii) Name of Contact Person at the client (Organization)…………………….
(iv) Telephone No. of Client……………………………………………………..
(v) Value of Contract…………………………………………………………….
(vi) Duration of Contract (date) …………………………………………………
(Attach documentary evidence of existence of contract)
4. Others ………………………………………………………………………..
(Please note that documentary evidence could be in form of L.P.O’s,
L.S.O’s, Copies of payment vouchers e.t.c).
NB: Kenya Forest Service may verify to corroborate the above information
18
(10 points)
FORM PQ-7 - LITIGATION HISTORY
Name of Contract Supplier
Contractors / Suppliers should provide information on any history of litigation or
arbitration resulting from contracts executed in the last five years or currently under
execution.
YEAR AWARD FOR OR
AGAINST
NAME OF CLIENT CAUSE
OF LITIGATION AND
MATTER IN DISPUTE
DISPUTED
AMOUNT
(CURRENT VALUE,
KSHS.
EQUIVALENT)
(10 points)
19
FORM PQ- 8 - SWORN STATEMENT
Having studied the pre-qualification information for the above subject we/ I hereby state:
a. The information furnished in our application is accurate to the best of our
knowledge.
b. That in case of being pre-qualified we acknowledge that this grants us the
right to participate in due time in the submission of a tender or quotation
on the basis of provisions in the tender or quotation document to follow.
c. We enclose all the required documents and information required for the
pre-qualified evaluation.
d. We have not been debarred from participating in prequalification
proceedings
Date………………………………………………………………………………………..
Applicants Name………………………………………………………………………….
Represented by…………………………………………………………………………….
Signature…………………………………………………………………………………...
(Full name and designation of the person signing and stamp or seal.)